Agenda Board Meeting

St. Thomas Public Library Board October 24th, 2018

4:15 p.m. Carolyn Kneeshaw Board Room

Mission of the St. Thomas Public Library

We Connect 1. Adoption of Agenda MOTION 2. Declaration of Pecuniary Interest 3. Minutes from Meetings

3.1 Minutes of Meeting September 19th, 2018 MOTION 4. Matters Arising from the Minutes 5. Management Team Reports 5.1 CEO Report REPORT 5.1.1 Board Self Evaluation REPORT 5.1.2 Board Legacy REPORT 5.2 Management Reports 5.2.1 Bibliocommons MOTION 5.2.2 Self Checkouts MOTION

5.2.3 Hold Locker Use REPORT

5.3 Friends 5.3.1 Friends Book Sales Report – September 2018 REPORT

5.3.2 Friends Liaison Report – September 2018 REPORT 6. Reports - Standing Committees - Reports

6.1 Finance Committee 6.1.1 Revenue and Expenditure Statement September 30th, 2018 MOTION 6.1.2 Trust Fund Statement – September 30tht, 2018 MOTION 6.1.3 Capital Requests MOTION 6.1.4 Operating Budget MOTION

6.2 Personnel Committee – In Camera MOTION 6.3 Public Relations and Fundraising Committee - None

6.4 Southern Ontario Library Service - None 6.5 Federation of Ontario Public Libraries - None

7. Correspondence – Social Committee Holiday Party Letter MOTION

8. Health and Safety 8.1 Joint Health and Safety Committee Report - None 9. Other Business - None 10. Motion for Adjournment MOTION 12. Next Meeting – November 21st, 2018 Distributed at meeting:

MINUTES

ST. THOMAS PUBLIC LIBRARY BOARD September 19th, 2018

The regular meeting of the St. Thomas Public Library Board was held at 4:15 p.m. on Wednesday, September 19th, 2018 in the Carolyn Kneeshaw Board Room, St. Thomas Public Library. Present: Greg Grondin, Chair; Terry Metcalf, Vice-Chair; JoAnn Dunn; Deanne

Feenstra; Joan Rymal; Kelly Hoogstra; Steve Wookey; Deb Laverty; Elizabeth Bourque;

Staff: Heather Robinson - CEO; Sarah Macintyre; Aaron DeVries; Dana

Vanzanten; Amber-Lyn Sitland Regrets: Approval of Agenda 18-59 Moved by J. Rymal, seconded by J. Dunn that the agenda be adopted as

presented. CARRIED. Declaration of Pecuniary Interest - There was none declared. Minutes of June 20th, 2018 18-60 Moved by J. Rymal, seconded by D. Laverty that the Minutes of the Meeting

of June 20th, 2018 be approved as presented. CARRIED. Matters Arising from the Minutes – There was none. Management Team Reports CEO’s Report - Received for information There will be a dinner to thank current Board Members for their Service after the November Board meeting. More information will be provided and an invitation sent. 18-61 Organizational Chart Moved by T. Metcalf, seconded by D. Laverty that the revised

Organizational Chart be approved as presented. CARRIED. 18-62 Policy: #03-03 Rules of Conduct and Trespass Moved by T. Metcalf, seconded by J. Dunn that St. Thomas Public Library

Board approve the revised Policy – Rules of Conduct and Trespass as presented. CARRIED.

Courtyard Drawings - Received for information

-2- 18-63 West End Garden Awning Moved by T. Metcalf, seconded by S. Wookey that St. Thomas Public

Library Board approve the transfer of $5,537.00 from trust funds to finance the Awning in the West End Garden as presented. CARRIED.

18-64 Food for Fines Moved by S. Wookey, seconded by J. Rymal that St. Thomas Public

Library Board approve Foods for Fines program during Ontario Public Library Week in October as presented. CARRIED.

18-65 Haunted Library – Closure of Department Moved by J. Dunn, seconded by S. Wookey that St. Thomas Public Library

Board approve the closure of the Children’s and Teens’ Department at 4:00pm on October 26th, 2018 to prepare for Haunted Library as presented. CARRIED.

Capital Projects - Received for information Management Reports

Website / Google Analytics Update - Received for information

Communications Update - Received for information Summer Program Review - Received for information

18-66 Policy: #03-11 Circulation Moved by J. Rymal, seconded by S. Wookey that St. Thomas Public Library

Board approve the revised Policy – Circulation as presented. CARRIED. Strategic Plan Progress - Received for information Presentation: Customer Service Visioning Friends Book Sales Report – August 2018- Received for information. Friends Liaison Report – August 2018 - Received for information.

-3- Reports - Standing Committees Finance Revenue and Expenditures August 31st, 2018 Statement 18-67 Moved by T. Metcalf, seconded by S. Wookey that St. Thomas Public

Library Board approve the August 31st, 2018 Revenue and Expenditure Statement as presented. CARRIED.

Trust Fund Statement August 31st, 2018

18-68 Moved by T. Metcalf, seconded by J. Dunn that St. Thomas Public Library Board approve the August 31st, 2018 Trust Fund Statement as presented. CARRIED.

Personnel Committee In Camera Session 18-69 Moved by J. Rymal, seconded by S. Wookey that the St. Thomas Public

Library Board move, “In Camera” to discuss Labour Relations and personal matters about identifiable individuals. CARRIED.

18-70 Moved by S. Wookey, seconded by J. Rymal that the St. Thomas Public

Library Board move, “Out of Camera”. CARRIED. 18-71 Moved by J. Rymal, seconded by T. Metcalf that St. Thomas Public Library

accept the amended Non-Union By-Law as Presented. CARRIED. Public Relations and Fundraising Committee – None. Southern Ontario Library Service- Received for information. Federation of Ontario Public Libraries- Received for information. Correspondence – None Health and Safety – Received for information. Other Business – None. Adjournment 18-72 Moved by T. Metcalf, seconded by E. Bourque that the meeting adjourn at

5:27 p.m. CARRIED.

-4- Next Meeting: October 17th, 2018 _________________________ ____________________________________ Chair Secretary

CEO Report to Board – October 2018 Building Until recently, the elevator emergency phone rang to a cellular phone that was kept at the lower service desk and was answered by staff. We were informed that we were required to have 24 hour, 7 day a week service so we made arrangements for the phone to be answered at the fire department instead. All fluorescent lights in the building are in need of an upgrade so that is in progress. Maintenance staff have requested that the stand up sink in the electrical room be replaced by a floor sink to cut down on the amount of heavy lifting that happens when buckets are filled for cleaning. That will happen before the end of the year. Memorial Auditorium Progress We are continuing our planning for Memorial Auditorium as a possible satellite location. We had a few visitors to the sight during the past month. Sylvia Myers from a company called Schoolhouse met the management team at Memorial to talk about furnishings and possible layouts. She represents a number of furniture companies including the innovative “Opening the book” line. The founder of “Opening the Book” started the business after finding it difficult to properly furnish libraries in keeping with the ways they needed to be furnished. Our group also had an opportunity to speak with Chris Willie from POW Peterman Consulting Engineers about possible structural changes to the space including reinstating the windows and making the washrooms accessible. Finally, Lisa Miettinen, CEO of Oxford County Library,made the trip to see the space. She offered her assistance as she has a passion for reimagining libraries and has renovated many of the branches in her system. Additionally, Aaron DeVries, Sarah Macintyre and Dana Vanzanten visited both Niagara-on-the –Lake Public Library as well as the Seaway Mall Branch of Welland Public Library. Both of these libraries have been recently renovated and include “Opening the Book” shelving and furnishings. The Management Team plans to visit Ingersoll Public Library and a branch of Wellington Public Library in the next month to get more ideas about layouts. The Wellington County Branch Library actually makes use of a kitchen for programming so we would like to question them about logistics. Capital Project Sheets Included in the board package this month you will find three Capital Budget sheets that were submitted to the City for consideration in the 2019 budget. Two are being sent for information purposes only to inform the new Council of the changes to the current library building. The second is to let them know about the plans for Memorial Auditorium. The third is an actual request for funding to begin the window replacement project.

Operating Budget We are currently in the process of working on the library’s 2019 operating budget which is due to be submitted by October 22nd. This will include the operating costs for approximately ¼ of a year with a second location at Memorial. We will include a description of the costs for an entire year there which would appear in the 2020 operating budget for the library if the project is approved. The Finance Committee will be meeting to go over the budget before it is submitted. Special City Managers’ Meeting On September 20th, City Manager Wendell Graves invited managers of all City departments to join the City Management Team at a special meeting in the Carnegie Room at the Library. Wendell discussed highlights of major projects and issues that are occurring around St. Thomas then allowed attendees to ask questions. New Customer Service Experience Plans The Management Team presented the rationale behind changes that will be made to the layout of the library at staff meetings this month. We budgeted a full two hours to give staff lots of time to ask questions and to weigh in on the new customer service model. We are continuing to work with staff as we move through the process. A scheduling task force, for instance, has been struck to work out the logistics of scheduling by task rather than by desk. Two aspects of the new plan will take time to implement, namely Bibliocommons and the ordering and set up of the express machines so we would like to request that they be purchased from trust funds this year. Sarah Macintyre has submitted a request for each one. MOTION Meet-the-Makers Event Library staff attended the second annual Meet the Makers event at the Elgin Mall on September 26th. Organized by the Chamber of Commerce, Meet the Makers is intended to raise awareness of the variety of things that are made, and the wide range of “makers”, in St. Thomas. It is an excellent advocacy opportunity for us, and provides a chance to connect with people who might not necessarily be coming through the doors of the library. High school students come to the event on field trips, and many adults and seniors attend as well. We handed out STaPLes and engaged in conversations. People were excited to see what we have to offer these days, from 3D scanning and printing to our Seed Library to our STPL Plus perks program. Preparation for New Board Included in your board package you will find a Board of Directors Self-Evaluation Form. This was something that another library distributed to outgoing board members to assess a number of factors. If you wouldn’t mind filling it out, it would be most helpful for planning purposes. If you wish to remain anonymous, you are welcome to bring it to the meeting in an envelope and hand it to Amber. If you would prefer it in electronic

form, I am happy to send it to you. Again, you may just fill it out and send it to Amber who will print it off without a name attached. Also included in your package is a rough draft of a legacy document. This is given to a new board from a former board to let them know what was accomplished in the past 4 years and to alert them to issues, projects and challenges for the coming 4 years. It would be a document that would be accompanied by a verbal explanation at a board meeting or training session. Your comments and suggestions would be greatly appreciated. DISCUSSION User Survey Week We will be conducting the mandated User Survey week from October 15th to 20th which coincides with Ontario Public Library Week this year. The door counters that were recently purchased will replace the volunteer human counters that we’ve had in years past. Employee Appreciation BBQ The City’s Employee Appreciation BBQ was held at Pinafore Park on September 13th. Several Library staff members were recognized for years of service as follows: 5 Years of Service Sarah Macintyre Scott Tuff Bernie Trojek Darlene Vreman 10 Years of Service Dana Vanzanten Jody Douglas-Mills 20 Years of Service Heather Robinson Submitted by: Heather Robinson, CEO

Board of Directors Self-Evaluation Form CONSIDERATIONS 4

Excellent 3

Good 2

Average 1

Poor

1 Board members work together as a team to accomplish the work of the Board.

2 The meeting agendas are relevant to the work of the Board.

3 Meeting agenda items contain sufficient background information and recommendations for the Board.

4 Board meetings are conducted in an orderly, efficient manner that allows time for sufficient discussion.

5 Board members are prepared for Board meetings. 6 Board members make decisions after thorough

discussion and exploration of many perspectives.

7 Board members uphold the final majority decisions of the Board.

8 Board committees have clear and appropriate responsibilities.

9 Board committees assist the Board to do its work effectively.

10 The Board has clear goals and actions resulting from realistic strategic planning.

11 The Board attends to policy-related decisions which effectively guide operational activities of staff.

12 The Board periodically reviews and evaluates its policies.

13 The Board focuses on policy in Board discussions, not administrative matters.

14 Board members act on behalf of the entire community.

15 The Board effectively represents the organization to the community.

16 Board members maintain good relationships with community leaders.

17 Despite local demands and pressures, the Board is objective and makes thoughtful decisions.

18 The Board adheres to protocols for dealing with the public and with the media.

19 The Board develops partnerships where appropriate.

20 The Board is knowledgeable about the mission and values of the organization.

21 The Board, in conjunction with the CEO, sets annual priorities.

22 The Board has a clear understanding of where they are going and how they are getting there.

23 The Board receives regular reports on finances/budgets, service performance and other important matters.

24 Each member of the Board feels involved and interested in the Board’s work.

25 All necessary skills and diversity are represented on the Board.

26 The Board and CEO have a positive, cooperative relationship.

27 The Board sets clear expectations for the CEO. 28 Board members are available to the CEO for

support and feedback.

29 The Board effectively evaluates the CEO. 30 Board members respect the role of the CEO as the

link between the Board and staff.

1. What are the Board’s greatest strengths? 2. What are the major accomplishments of the Board this year?

3. What are the areas in which the Board could improve?

4. As a trustee, I am most pleased about:

5. As a trustee, I have concerns about:

From the St. Thomas Public Library Board 2014-2018 to the St. Thomas Public Library Board 2019-2022. Over the past 4 years, St. Thomas Public Library Board has worked hard to ensure the Library’s success well into the future, ensuring that it is responsive and relevant to the community that it serves. The 2019 board will consist of two City Councillors as well as 7 citizen appointees. Our mission statement is simply “We connect” We know that our community is growing. Change is constant and St. Thomas will continue to develop and grow in ways we can’t yet even imagine. But there’s one thing that won’t change – vibrant, growing communities need a place to gather, to explore and to get connected to resources, to opportunities and to one another. The Library has made promises to its community in its most recent Strategic Plan (2018-2021). It promises to be deeply aware of the community it serves, to support fearless exploration, to facilitate the making of meaningful connections and to continue to develop flexible spaces. At your first meeting, the board will elect a chair and vice-chair and decide who will sit on the following committees: Personnel, Finance, Public Relations and Fundraising. A regular meeting will be conducted and a date will be set for board orientation. Meetings are held on the third Wednesday of each month from September to June at 4:15 p.m. usually in the library’s board room. Board packages are sent the Friday before each meeting to give ample time for reviewing. The outgoing Board had a busy and productive four years. Together with staff and City Council we: Board Legacy

• Negotiated a new Collective Agreement spanning from January 1 2017 to December 31 2019

• Completed the West End Garden and outdoor programming space in October 2017

• Hired a Fundraising Consultant from August to December 2017 to jump start our fundraising efforts and provide guidance for future

• Distributed “You’ve Paid Your Dues” library cards not only to former board members and retired staff but also to loyal donors and volunteers

• Launched a new strategic plan 2018-2021 • Completed a variety of Capital Projects: new roof in 2017; new elevator in 2016 • Said goodbye to former CEO Rudi Denham when she retired October 2017 and

hired Heather Robinson to take her place beginning on November 1st of the same year

• Began offering a Library Lending Kiosk at Elgin Mall on September 21st, 2016 and added a Holds Locker there in March of 2017

Library Legacy

• Began partnering with local businesses as the STPL Perks Program was launched

• Offered Virtual Cards as an alternative to the regular library card • Started using a new People Counter (Sen Source) once the security gates were

removed • Used Live Gauge Traffic Sensors for 6 months to track where people go in the

library and how long they spend in areas • Partnered with CMHA to have workers stationed at the Library two afternoons

per week • Upgraded the library’s website on October 2017 the website • Installed accessible locks on public washrooms in 2017 • Moved the art wall to its new location using the design of a Library staff member • Replaced all HVAC units were all replaced as was outdoor lighting in 2016 • Launched STaPLe (our quarterly magazine) in 2016, replacing the former

monthly flyer • Made changes to the organizational structure in 2016 which distributed

responsibilities of managers were more evenly, placed the maintenance staff are under the supervision of the Administrative Coordinator rather than the CEO and designated fundraising to a staff member

• Hired a new Manager, Customer Engagement in 2017 and a new Manager, Advocacy and Community Development in 2016

• Hired a new Administrative Coordinator in 2016 • Created a Virtual Tour of the Library in 2016 that can be viewed on our web page • Participated in the initial planning for what is now the STEAM Centre (formerly

called the Wellington Block Innovation Centre); Sarah Macintyre was on the board of the STEAM Centre as a representative of the Library to begin but is now a private citizen representative; were able to financially assist by securing a grant in the amount of $100,000 which was paid over two years called the Ontario Library Capacity Fund – Research and Innovation

• Migrated to a new Integrated Library System (ILS) in 2015 which London Public Library hosts

Projects worth consideration of the new Board include:

• Negotiating Memorial Auditorium as a possible satellite location – having the City absorb the additional operating costs

• Continuing to monitor issues with crime in the downtown core – drugs, mental health, theft, homelessness; participation in Operation West End will be valuable, close relationship with partners who are able to assist; our washrooms will continue to be vulnerable spots in the library

• Ensuring that staff are supported as they deal with incidents involving social issues and aggression; need to ensure their psychological health and safety in the workplace; creating more staff specific spaces especially ones that allow

sanctuary when needed; continue to train in mental health first aid, de-escalation, Bridges out of Poverty

• Working to ensure that staff functions and staffing meet the needs of our customers as library’s roles change

• Ensuring that we are using the present building as efficiently and effectively as possible; especially important as we do not have the recommended square footage for our population according to Southern Ontario Library Service; also are dealing with a building that was not built to accommodate technology well

• Designating Trust Funds – especially the $1.2 million from the Neely Estate which needs to be spent within the bounds of the agreement

• Looking ahead to possibly redesigning the Courtyard area to increase the usable footprint of the Library in the warmer months of the year; outdoor place to gather and hold events, learning environment; outdoor space for those working in the core of the City

• Re-accreditating our library; should have been done according to schedule in 2018 but decided to delay to 2019 to include new board training requirements

• Actively fundraising – need to have a strong commitment to fund raise; board members more involved in this as they are well connected in the community

• Planning for a new strategic plan at the end of 2021 • Continuing to serve our community as well as possible as it grows in all

directions • Negotiating a new collective agreement as the current one will expire December

31, 2019 • Planning for a new ILS (iii Sierra) contract which expires in 2022.

Enclosed is a copy of “Cut to the Chase: Ontario public library governance at-a-glance”. It is generalized to fit all library systems but its pertinent to our Board in many areas. Congratulations on being appointed to the Library board and thank you for lending your skills and experience to this important community organization. You are now in a position to make things happen! Sincerely, Members of the 2018 St. Thomas Public Library Board: Greg Grondin, Chair Terry Metcalf, Vice Chair JoAnn Dunn Kelly Hoogstra Deanne Feenstra Deb Laverty Elizabeth Bourque Joan Rymal Steve Wookey

Report to: Library Board RE: BiblioCore and BiblioEvents Date: October 17th, 2018

PURPOSE To provide information on BiblioCore and BiblioEvents, online software products developed to enhance and improve our customers' experience using our online catalogue and online program registration. BACKGROUND At the September 2018 Board Meeting, the Board was presented with a vision for customer service at the Library. A central aspect of this vision was the integration of an improved online interface for library customers to use. Bibliocommons is a company that specializes in online library customer user experience. They have two software products - called BiblioCore and BiblioEvents, respectively - that can fill our customer service gaps and help us better meet the needs of our customers. From the date of purchase, implementation will likely take 5-6 months before the software "goes live". FINANCIAL IMPACT Capital Costs (one-time):

• BiblioCore - $10,000 • BiblioEvents - $2,100

Operating Costs (annual): • BiblioCore - $12,000 • BiblioEvents - $5,000

RECOMMENDATION The management team recommends the purchase of BiblioCore and BiblioEvents. Also recommended is the use of Trust Funds for the capital costs. Purchase will be made in 2018, and implementation will be completed in Spring 2019. Submitted by Sarah Macintyre, Manager, Access Services

Report to: Library Board RE: Proposed Self-Checkout Machines Date: October 17th, 2018 PURPOSE To provide information on the proposed purchase of four new self checkout machines, to be installed on the main floor of the library in early 2019. BACKGROUND At the September 2018 Board Meeting, the Board was presented with a vision for customer service at the Library. A central aspect of this vision was the integration of additional self-checkout machines on the main floor of the library, in addition to a new customer service desk. As a result of this new vision, and the proposed layout of the main floor customer service desk, the Management Team is recommending the purchase of 4 self checkout machines. The City of St. Thomas has confirmed to the management team that no RFP is required when making a purchase of less than $50,000. In a case such as this, the Library only has to obtain quotes, and can make their decision based on that alone. Sarah Macintyre reached out to three companies that currently offer self-checkout machines in Canada, and obtained quotes. The companies are Bibliotheca, Convergent, and MK Solutions. The picture included here is an example of Bibliotheca's "SelfCheck 500" unit.

Page 1 of 3

Below is a comparison of the three quotes.

Capital Bibliotheca (CAD) Convergent (CAD) MK Solutions (USD)

Cost for hardware and software $31200 $39900 $24000 + $2000 =

$26000

eBook integration Included N/A $500

Fines payment module $2600 N/A $8640

Installation & Training Included Included $2400

Shipping & handling $1789 Included $2500

TOTAL Capital Costs $35,589 $39,900 $40,040

Operating Bibliotheca (CAD) Convergent (CAD) MK Solutions (USD)

Annual maintenance costs - Year 2 $0 $5120 $2600

Annual maintenance costs - Year 3 $5574 $5120 $2665

Annual maintenance costs - Year 4 $5574 $5120 $2731

Annual software costs - Year 2 N/A N/A $2600

Annual software costs - Year 3 N/A N/A $2665

Annual software costs - Year 4 N/A N/A $2731

Annual eBook integration costs - Year 2 N/A N/A $250

Annual eBook integration costs - Year 3 N/A N/A $256

Annual eBook integration costs - Year 4 N/A N/A $262

TOTAL Operating Costs at end of Year 4 $11,148 $15,360 $16,760

FINANCIAL IMPACT Capital costs include the four units, to be installed on the main floor: $35,589.00 Operating costs include the annual service and maintenance fees: $5574, starting in year 3.

Page 2 of 3

RECOMMENDATION The management team recommends the purchase of the "Self-check 500" model self checkout machine, from Bibliotheca. Also recommended is the use of Trust Funds for this purchase. Purchase will be made in 2018, and implementation will be completed in Winter 2019. Submitted by Sarah Macintyre, Manager, Access Services

Page 3 of 3

Report to: Library Board RE: Report on use of Holds Locker Date: October 17th, 2018 PURPOSE To provide information on the activity of the new holds locker machine, which was installed at the Elgin Mall in March 2018. BACKGROUND In late 2017, the Library Board moved to purchase Convergent Library Technology's HoldIT unit; which allows for hold pick-up at offsite locations. We selected the Elgin Mall as our offsite location, as we already had the lending kiosk installed there, as well as a return bin. The unit was delivered and installed in March 2018. We ran a soft launch throughout the month of April 2018, and in May 2018, usage began in earnest and statistics started being collected. The following report covers the first five months of service. STATISTICS

0

10

20

30

40

50

60

70

80

90

May June July August September Series1 83 62 87 67 49

# items added to holds locker

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0

50

100

150

200

250

300

May June July August September Series1 224 215 258 278 262

# items in return bin

8%

12%

15%

18% 16%

15%

16%

Borrower Activity by Day of Week

Sunday

Monday

Tuesday

Wednesday

Thursday

Friday

Saturday

Page 2 of 3

CONSIDERATIONS Circulation Team Leader goes to the Mall three times per week to add items to the lockers, and empty the return bin. At the same time, she refills the Library Lending Kiosk. The unit has been advertized in the library's quarterly STaPLe magazine, featured on our blog, website, and social media, but no formal external advertizing has taken place. We anticipate completing some additional advertizing to highlight the holds locker services in the coming months. CONCLUSION The management team recommends that the Board receive this report for information. Submitted by Sarah Macintyre, Manager, Access Services

13%

29%

28%

22%

8%

Borrower Activity by Time of Day

7am - 9:59am

10am-12:59pm

1pm-3:59pm

4pm-6:59pm

7pm-9:59pm

Page 3 of 3

Elgin Mall Elgin Mall

January, 2017 $1,420.60 January, 2018 $1,496.05

February, 2017 $1,378.45 February, 2018 $1,314.45

March, 2017 $1,481.65 March, 2018 $1,466.90

April, 2017 $1,592.00 April, 2018 $1,461.90

May, 2017 $1,272.40 May, 2018 $1,365.35

June, 2017 $1,378.25 June, 2018 $1,359.75

July, 2017 $1,766.05 July, 2018 $1,660.10

August, 2017 $1,421.65 August, 2018 $1,717.40

September, 2017 $1,467.95 September, 2018 $1,482.00

October, 2017 $1,119.85 October, 2018(Only includes up to Oct 27th)

November, 2017 $1,411.05 November, 2018Book Sale $119.00

December, 2017 $1,619.25 December, 2018

2017 YTD TOTAL $17,448.15 2018 YTD TOTAL $13,323.90

Date: Amount Raised:

Date: Amount Raised:

The Friends of St. Thomas Public Library thank you for your support of the book sales, as well as your

donations of used books.Book Sales

2017 2018

Friends Liaison Report – October 2018 The Friends of St. Thomas Public Library met on September 20th, 2018 at 5:30pm in the STPL Board Room. The Friends appreciated the help given by the summer student, including creating a map of the store’s contents, and beginning a shelf labelling project. For the month of October, children’s books will be on sale at the shop, 3 books for $0.50. Some of the Friends will be meeting on October 11th at 7pm in the shop to create “book safes” that will be sold in the shop. Treasurer's Report – September 2018:

Shop (as to September 17): $844.30

Market: $156.10

Bank (as to September 19): $ 6,158.79

Next meeting: October 18th at 5:30 pm – Board Room, STPL. Submitted by Dana Vanzanten, Manager, Advocacy and Community Development

Revenue2018 2018 %

Actual Budget Variance Used

City of St. Thomas 0.00 2,312,642 2,312,642.00 0%Provincial Grants 0.00 63,381 63,381.00 0%Federal Project Grants 0.00 0 0.00Miscellaneous Grants 0.00 0 0.00 0%Room Rental, Fees and Fines 21,338.83 31,500 10,161.17 68%Development Charges 37,500.03 50,000 12,499.97 75%

Total Revenue: 58,838.86 2,457,523 2,398,684.14 2%

Expenditures

Human ResourcesSalaries and Benefits 1,463,774.69 1,888,833 425,058.31 77%

Library Materials and ProgramsBooks 81,772.90 130,900 49,127.10 62%Materials purchased from Development Charges 0.00 50,000 50,000.00 0%Audio Visual Materials 23,885.15 34,300 10,414.85 70%Machine Readable Media 29,169.75 39,000 9,830.25 75%Periodicals 7,696.50 8,000 303.50 96%Programs 5,687.70 10,000 4,312.30 57%Total Library Materials and Programs 148,212.00 272,200 123,988.00 54%

AdministrationOffice Supplies 5,387.42 18,090 12,702.58 30%General Expense 11,520.16 15,800 4,279.84 73%Technical Services 23,202.39 25,000 1,797.61 93%Promotion and Public Relations 10,772.38 20,000 9,227.62 54%Photocopier 13,793.84 20,000 6,206.16 69%Professional Fees 5,037.12 10,000 4,962.88 50%Training and Travel 19,109.06 20,000 890.94 96%Telephone 4,280.97 6,000 1,719.03 71%Total Administration 93,103.34 134,890 41,786.66 69%

FacilityUtilities 30,056.19 55,000 24,943.81 55%Building Maintenance 20,009.83 35,000 14,990.17 57%Contracted Services 19,315.67 60,000 40,684.33 32%Furniture and Equipment 10,895.88 13,000 2,104.12 84%Insurance 4,058.37 4,600 541.63 88%Building Reserve 0.00 0 0.00Total Facility 84,335.94 167,600 83,264.06 50%

Library Computers & DatabaseLibrary Technology 53,959.76 52,000 -1,959.76 104%

Total Expenditures: 1,843,385.73 2,515,523.00 672,137.27 73%

Revenues - Expenditures -1,784,546.87

St. Thomas Public Library - To September 30th, 2018

Category Item $Library MaterialsAdult Adopt-a-Book 1,354

Adopt-a-Magazine 5,032Audio Books 4,690Books 12,265Large Print 12,165Videos/DVDs 13,144Rinn Trust Books, CDs, DVDs 247

Total 48,897Children & Teens

Books 2,088Rinn Trust Books, CDs, DVDs 247

Total 2,335Total Library Materials $51,232

Library Services and EquipmentSponsor a shelf 752Technology 1,750Friends 92,481Palmer Youth Library 21,981Public Service and Innovation 21,799Palmer-Makerspace 11,751Estate of Mary Ann Neely 1,283,562Undesignated 75,696

Total Library Services & Equipment $1,509,772

Library DesignatedRinn Trust 11,352Garden Project Donations 550

Total Designated $11,902

Trust Funds Total $1,572,907

Trust Funds CondensedSeptember 30, 2018

October 2, 2018

Greg Grondin, Chair St. Thomas Public Library Board Dear Mr. Grondin, The 2018 Social Committee is hard at work organizing the Staff Christmas Party. This year’s Staff Christmas Party will be held at a location in St. Thomas to be determined, on December 1st or 8th. The Social Committee is providing the cost of the meal, but alcoholic drinks will be extra, and there will be a small fee for spouses to attend. We hope to encourage socializing throughout the evening among staff and their significant others. One of our goals is providing an off-site location to encourage socializing outside of the work environment. The Social Committee would appreciate any financial assistance the Board is able to provide, which would help offset the event’s costs. Yours sincerely, Susan Andrews, Cindy Cookson, Jess Kovacs, and Mallory Pearce Social Committee Representatives 2018 St. Thomas Public Library

153 Curtis Street, St. Thomas, ON, N5P 3Z7 Phone: (519) 631-6050 ∙ Fax: (519) 631-1987 ∙ www.stthomaspubliclibrary.ca